May 2008 Parish Council Minutes

Minutes of Great Oakley Parish Council Meeting

Held at the Village Hall 7:30pm Tuesday 20th May 2008-06-08

Present: Mr S Huk – Chairman, Mr T Spurge – Vice-Chairman, Mrs J Mason, Mr N Daniels, Mr B Harrington, Mrs J Hylton, Cllr T Ferguson, Police Representative

Chairman opened meeting with prayer at 7:30pm.

Apologies: None

Co-option of Councillors: Clerk has received two letters from parishioners wishing to be co-opted. Both Mr Joseph Tierney and Mr Robert Eaton were invited to the meeting where they introduced themselves and were co-opted onto the Council. Proposed Mrs Mason, seconded Mr Harrington, carried unanimously.

Declaration of Interest: None

Public Participation: There were two parishioners present. Mr Brown attended a transport meeting at Weeley and reported that potentially there was money available for bus shelters. The person to contact is Wendy Jackson who is the Transport Co-ordinator at Chelmsford. Cllr Ferguson will approach Cllr Lines for more information on our behalf.

Mr Brown also mentioned that the bus timetables throughout the Parish do not have the same information on (3 different versions exist) and he will look into this.

Minutes of meeting held on Tuesday 15th April 2008 : The minutes of the meeting held on Tuesday 15th April 2008 were confirmed as a true record with one amendment. Proposed Mr Daniels, seconded Mrs Mason, carried unanimously.

Police Report: There were eight incidents reported. Mr Harrington brought to Police’s attention that cars are parking on the white markings in the High Street near the end of Farm Road. This raised the issue of the yellow lines which we requested to be painted at the junction with Farm Road and Clerk is to chase this with ECC Highways.

The police are still looking for volunteers to carry out a speed survey with a speed gun. Six people are needed and will need to let PCSO Ray Aylott know the names. Mr Huk and Cllr Ferguson volunteered – others still needed.

Progress Report:

Basketball Hoop
The Contractors finished the work and the line marking have also been added.

Dog Bin
The “Green Gardener” and Bruce Landscaped have been approached for a price to erect the bin but we have had no response to date. Clerk to chase.

War Memorial
The work should be complete by 6th June with the re-dedication tablet being added at a later date.

Princes Trust
We still haven’t had a response so Clerk will chase.

Village Seat
Clerk has been looking for funding for a seat and a safety surface at the recreation field. Mr Daniels and Mrs Mason will look into the cost for a seat made from recycled materials. Clerk to bring brochures to the next meeting. The exact location needs to be discussed and agreed.

Sparrows Corner Sign
Clerk has ordered a warning sign which is 5mm plastic 600 mm by 300 mm at a cost of £20.00 + VAT.

Highways
A member of the public had raised concerns about the de-restriction of Farm Road/Pesthouse Lane. We contacted ECC Highways and their response was as follows:

“The County Council’s policy for speed limits states that there should be development along a road to justify the lowering of a speed limit. As there are no properties along these stretches neither road would meet this policy. I would highlight that whilst this road is derestricted it does not mean it is a target and motorists should always drive according to the conditions of the road. If any motorists are driving dangerously for the conditions I would suggest reporting this to the police for their action”.

Wix Road
Clerk had contacted Highways about a large pot hole near Red House Farm which has now been repaired.

Recycling
A number of parishioners have requested a glass recycling centre at the Village Hall. Clerk wrote to Bill Smith who is the head of Waste Management at TDC with no response to date. Clerk will chase.

History Recorders Donation
At the previous meeting, this association asked if we would like to donate £5 to covers their expenses for three years for sending information to Mrs Tite. Council expressed a wish to donate £20 to Mrs Tite. Mrs Tite has declined this offer, wishing to remain independent, however if she does an exhibition in the future she may approach us for some assistance. The matter of £5 will be discussed again in the financial part of the meeting.

Overhanging Trees
Clerk had written to the person concerned whose trees were overhanging the village hall and we were told the work had already been carried out.

Village Hall Boundary Fencing
After an inspection of the village hall it was found that some of the adjacent fencing belonging to a neighbour needed repairing. Clerk contacted the person concerned but has received no response and the work has not been done. Clerk to send a second letter.

Coast to Coast
Clerk was approached by the editor for any news. Clerk is to continue passing on information.

Highways
The Soils Road has been resurfaced all the way through to Little Oakley. No one can understand why this road was given preference over Wix Road, when Highways have said there was no money available. Cllr Ferguson reported that the resurfacing was not up to a very good standard. Cllr Ferguson would like to contact Highways on our behalf.

A sign in Queen Street has been brought to our attention because it has come away from its backboard, which is rotten. This is the responsibility of Tendring District Council and Clerk is trying to contact the person concerned.

It is reported that there is a large pot hole in Stones Green near High Barn Farm (near the boundary between out Parish and Tendring Parish) and the hedges are overgrown. Clerk to contact Highways and copy the letter to Tendring Parish Council for their information.

Mr Daniels brought to Councils attention the condition of the wooden Gt Oakley sign which is now starting to lean to one side and it needs repairing before it falls and injures someone. Mr Harrington will pass details of someone who may be able to quote for the repairs and who would also like to be given the chance to quote for making new notice boards to the Clerk. Mr Hiles and Mr Huw Stock will also be asked to quote, all under sealed quotes to the Chairman.

Fingerposts
Mr Daniels reported that Terry Knights from ECC Highways has agreed to the signs in principle and offered to use their contractors to erect them. The font still needs to be confirmed and the circles on top should say Great Oakley Parish or not have it at all. “To the church” has been agreed.

New Village Hall
Mr Daniels has contacted the planning department. Mr Nicholls (All Saints Primary School) has been approached and we have his support and we can use his name. We need to keep making small steps in the right direction. We can’t build on the existing plot as it wouldn’t meet planning requirements; there are not enough parking spaces.

Planning
There was due to be a planning meeting on 22nd April but due to unforeseen circumstances this had to be scheduled for the following week on 29th April.

The following applications were discussed:

Application No: 08/00412/FUL
Proposed: Erection of 15m high domestic wind turbine
Location: Land adjacent Brook Farm Bucks Lane Off Stones Green Road Great Oakley

The Planning Committees view was No Objections.

Application No: 08/00465/DETAIL
Proposed: Erection of four dwellings. Submission of reserved matters following approval of outline Planning permission 06/00007/OUT
Location: Land Adjacent Mallards Farm Road Great Oakley

The Planning Committees view was No Objection.

With regard to the reserved matters relating to materials, Parish Council would like to suggest traditional soft red brickwork and red clay roof tiles.

A planning application has just been received and again there was insufficient time to advertise so there will be a planning meeting on Tuesday 27th May at 7:15pm.

Application No: 08/00479/FUL
Proposal: Erection of first floor rear extension.
Location: Forge Cottage High Street Great Oakley Harwich

Planning Determinations
Great Oakley Methodist Chapel application was refused

Park Pale Farm Harwich Road Great Oakley was given approval

Swan House Clacton Road Stones Green was given approval

Public Rights of Way/Trees: A stile at Pesthouse Lane needs repairing which could be the responsibility of Highways. Clerk to contact.

Mrs Mason has received a quote from Ian Allston Tree Surgeon to prune the Willow Tree on the Triangle at Stones Green for £310 + VAT. The decision to go ahead was unanimous. Proposed Mr Daniels, seconded Mr Harrington.

A question was raised as to who is responsible for clearing the churchyard as it appears to be very overgrown at the moment. The church is responsible and it is understood that they will clear the grounds when the wild flowers have finished. We will check again in a month then contact the vicar if it hasn’t been cleared.

Mr Harrington brought to council’s attention a retired couple who have moved into Wix and are interested in cutting the grass. If they contact the Clerk with their insurance and machine details we will keep their details on file for the next time tenders are sought for these contracts.

Feedback of sub committees:

Village Hall
Nothing to report.

Crime Prevention Panel
There was a crime prevention panel meeting on 8th May where the panel approved the funds to pay for our basketball hoop. The total cost was £3,126.86 (including £465.70 VAT). We have previously agreed to pay a contribution of £161.16 and therefore the panel agreed a donation of £2,500. We will pay the VAT as we are able to claim it back. Clerk will contact the panel thanking them for their generosity. Mr Daniels will contact the Standard.

The Crime Prevention Panel are running a schools gardening competition concluding on 23/24 June. Details have been passed onto All Saints Primary Great Oakley. They don’t feel they are able to enter as the garden is still in its infancy, have been started only 3 weeks ago. There has not been much success with funding due to the fact the school is not in an under privileged area. Some of the schools in Harwich have been provided with a paid gardener, poly tunnels, green houses etc. All Saints School desperately need a greenhouse and tools for the children as Mr Hiles is currently supplying his own tools. Any funding would be most appreciated. Mr Daniels said Mr Hiles should contact the fun day committee and he will pass on details regarding tools.

Accounts for Payment

EALC	Affiliation Fee	700747	£227.65
Allianz	Insurance	700748	£1025.17
A & J Lighting Solutions	Street Light Maintenance	D/D	£37.94
E-On	Village Hall Lighting	D/D	£25.00
Jobsihate	Grass Cutting	700749	£349.83
E-On	Street Lighting	D/D	£80.91
Miss J Bootyman	Clerks Wages & Expenses	700750	£285.25
TOTAL: £2031.75

After being circulated, Accounts for Payment were proposed as correct by Mrs Mason, seconded Mr Spurge, carried unanimously.

Insurance: There has been a 15% discount because we are members of the Essex Association of Local Councils. Instead of paying £1206.10 we will pay £1025.17. A saving of £180.93.

Cheque Signatories: We need to update the signatories for the bank accounts as Ms Schooling was a signatory. Traditionally we have had the Chairman, Vice-Chairman, plus one other, therefore Mr Spurge needs to fill out the paperwork at the end of the meeting.

History Recorders Donation: After discussing it was decided to send £5 to assist with admin costs. Proposed Mrs Hylton, seconded Mr Daniels, carried unanimously.

Electricity contract for village hall: Our contract ended for the village hall electricity and Clerk investigated a number of options. E-on willing to arrange a Three year contract paying a standing charge of £20.04 per quarter and 9.230p day rate and 7.890p night rate. Proposed Mr Daniels, seconded Mr Spurge, carried unanimously.

Audit: The accounts will be given to our auditor this week. These will then be available for public inspection (notices will be on boards).

VAT Return: Clerk has sent the VAT return away and we will receive a rebate of £813.24.

Gas Tank Fencing: The screening fencing around d the bulk gas tank has been completed at a cost of £528.75. It was agreed we would contribute half the costs from remaining funds from the grant we received for the Village Hall heating. We will pay for the fencing so we can claim the VAT back and the Village Hall Committee will refund the remaining half from their funds.

Correspondence:
We have received a letter from the fundraisers for the Essex Air Ambulance who are celebrating ten years. They are asking for a £10 donation or any other amount we wish to donate. After discussing we will donate £20. Proposed Mrs Mason, seconded Mr Eaton, carried unanimously.

We have received a letter from Frinton & Walton Town Council requesting our support for a “Bounty” for Special Constables. After discussion it was agreed we would not support this initiative as it could potentially lead to the loss of “Specials” from areas where “Bounty” was not available.

All Saints Primary School, Great Oakley have asked if they can use the recreation field for a rounders tournament on the 26th June and 9th July. This is given approval.

The school and Pat Ling have asked to use the field on 20th July for the dog show which is usually held each year. They would like to arrange a licensed bar. After discussion it was agreed that this will not be a problem as long as they have the appropriate licences in place. We will invite them to confirm in writing their intentions and request a donation is made to the Village Hall/Parish Council.

“The Villager” is a parish news magazine that has contacted us to see if we would like any news published. Clerk to investigate when their publishing deadlines are, when and where they are circulated, how much space we could have and if it is free.

We have received a letter from Malcolm Brooker thanking us for completing the fencing around the gas tank in the village hall car park.

There being no further business, Chairman closed meeting at 9:32pm.

None